Personnel Activities

Each Exhibitor must name one person to be their representative in connection with installation, operation, and removal of the exhibit. Such representative will be authorized to enter into necessary service contracts for which the Exhibitor will be responsible.

Exhibitors agree not to assign or sublet any space, nor to display or advertise goods other than those manufactured or carried by them in the regular course of business.

Exhibitors agree to staff assigned exhibit space at all times during the designated exhibit hall hours.

All activities of each Exhibitor must be confined to the Exhibitor's allotted exhibit space other than entertainment and social functions. Exhibitor representatives must be in the space rented on the exhibit floor and are not admitted for the purpose of viewing other exhibits, except by invitation of other Exhibitors. No persons, firms, or organizations not having contracted with Exhibit Management for the occupancy of space in the exhibit will be permitted to display or demonstrate its products, processes or services, distribute advertising materials in the halls or corridors, or in any other way occupy or use the facilities

Exhibitors wearing Exhibitor badges may enter the exhibit hall from 7:30 am - 7:00 pm each day of the exposition. Should an Exhibitor require additional time for the maintenance of computer hardware and/or software said Exhibitor must receive permission from Exhibit Management.

All food and beverage must be ordered through Walter E. Washington Convention Center Catering Department. Exhibitors WILL NOT be allowed to bring food or beverages into the building or purchase them from outside caterers.

NOTE: Distribution of food to meeting attendees is not permitted unless it is a product that the company promotes. Cooking or food preparation is not permitted. Products such as individually wrapped candy or mints are acceptable

The official AAPM badge must be worn whenever an Exhibitor representative is in the exhibit hall. Exhibitor badges are not to be issued to individuals who wish to gain admittance for the purpose of contacting other Exhibitors. False certification of any individual as an Exhibitor's representative, misuse of Exhibitor's badges, or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor will be considered a substantial violation of the rules. Violators will be fined $300.00 per incident and the individual(s) in question will be escorted from the meeting.

Special work passes will be issued for gaining entrance to the exhibit hall during installation and dismantling. Ten work passes will be available to each Exhibitor Contact. Should you need more than 10 prior to arriving show site, please contact Rachel Smiroldo at rachel@aapm.org. Work passes will also be available at show site at Exhibitor Registration and the loading dock located at the back of the exhibit hall. During installation and dismantling admission to the Exhibit Hall is by work-pass and exhibit badge only. Work passes are valid ONLY during installation and dismantling; an exhibit badge is required during exhibit hours.

Exhibitors agree not to schedule or conduct any outside activity including, but not limited to, receptions, seminars, symposia, and hospitality suites that are in conflict with the official program of the AAPM Annual Meeting, whether such activities are held at or away from the Exhibit Hall. However, Exhibitors are allowed to hold staff meetings at any time, as long as only exhibitor personnel are involved. Permission must still be requested by emailing Rachel Smiroldo.

Any Exhibitor wishing to hold any outside activity in conjunction with its exhibit must email to Rachel Smiroldo for written approval. You will receive an approval notification from AAPM HQ via Email. The notification will include contact information for each of the designated 2016 AAPM hotels and the Walter E. Washington Convention Center. Upon approval, you will make function-arrangements directly with the hotel of your choice or the Walter E. Washington Convention Center.

AAPM will not be hosting a function Sunday evening. Exhibitors have the opportunity to host private functions for meeting attendees following the end of the Meeting Program on Sunday. Please note, the Program ends at 6:00 PM and AAPM Committee Meetings conclude at 7:00 PM.

This year the Night Out at The Newseum will not include a dinner. Light Hors d'oevres and desserts will be served. We encourage Exhibitors to take advantage of this time and plan dinner with your customers either BEFORE or AFTER your visit to The Newseum. View Local Area Restaurants »

If you are looking for a venue to host your function, the following links are a great resource to assist with planning events in DC!